EU AI Act and risk · front desk · not measured yet
Where does your business really stand with AI?
Ten answers build a model of your business.
1/10Question 1 of 10. How much time goes into retyping and forwarding things by hand? Think orders into your system or invoices into accounting.
You can also answer with keys 1–4. Backspace takes you back one question.
How the check is scored
To be clear: this is not an AI chat. The check uses a fixed scoring model that we built from our own hands-on work.
Your answers are scored right here in your browser. They only reach us if you send us your result yourself.
The fixed scoring model draws the circle, the “1/2” notes and the ticks in the model from how many questions you have answered.
Ten questions, five areas, two questions per area. Each answer scores 0 to 3 points.
Each area score and the overall score are your points as a share of the maximum, shown on a 0–100 scale and rounded.
Levels: 0–40 starting out, 41–70 under way, 71–100 ahead.
Your three steps come from the three lowest-scoring areas. Ties are broken in this order: data, processes, people, tools, EU AI Act and risk.
No AI and no randomness. The same answers always give the same result.
Business type: we compare three parts, foundations (data, processes and tools), people, and rules (EU AI Act and risk). The type depends on the strongest and the weakest part, with ties broken in the order foundations, people, rules. If they are less than 25 points apart, your overall score decides: up to 40 is The clear desk, above 40 is The crew in sync.
Brief for your AI assistant
Copy the website content with the brief, paste it into ChatGPT, Gemini or another assistant and ask whether we are a good fit for your company.
Artificial intelligence for modern businesses.Artificial intelligence for modern businesses.
Too generic. Just ask them.
drafted by an agentedited and decided by a person
AI and automation readiness check
About us
Two founders and the system we are building
GBY is a start-up based in Dejvice, Prague. We build and run AI agents and automations for small and mid-sized companies, each in its own system that we connect to its accounting software and other tools. The system is modular and in beta at the first companies. It has two levels. On one, the agents and modules are built by a builder: us, or someone who brings AI and automation into companies. On the other, the company runs them without technical knowledge and sees what they are doing. The rules of the AI Act and the GDPR are part of the system, not an add-on at the end.
Running a company and suspect AI could take on part of the work? Tell us what slows you down the most. We will get back to you and work out together where to start.
“First I want to understand how your business works. Only then does it make sense to talk about AI.”
Martin Pokorný
Martin shapes how the system works for companies and for builders, and leads sales. What he enjoys most in AI is research and development, and in the AI community he is in his element.
Our agent prepared and drew this sketch from a photo. We only approved it for publication.
02
Co-founder · development and infrastructure
“I build things that keep running when nobody is watching. And if something breaks, I want to know before you do.”
Jan Pokorný
Jan (Honza) builds the infrastructure the system runs on. Economics and game theory are his passion. He likes to pass on what he has learned, and in his spare time he gives talks on how to turn theory into practice.
Our agent prepared and drew this sketch from a photo. We only approved it for publication.
Why we do this
We are brothers, and we already have one start-up behind us. In e-commerce with fast-moving consumer goods, we fully automated warehouse management and the back office before AI came along. Then we added AI and sold the start-up. Now we are building a system that lets a company with no developers of its own do the same. Our goal is to bring the latest technology to small and mid-sized companies, simply, safely and with no technical knowledge needed.
Our agent prepared and drew this sketch from a photo. We only approved it for publication.
Martin and Honza
Where to find us
Good Boys, Telehouse, Generála Píky 430/26, 160 00 Praha 6 – Dejvice, Czech RepublicGood BoysTelehouseGenerála Píky 430/26160 00 Praha 6 – DejviceCzech Republic
We are happy to meet, mainly online, but also at our office or at yours.
How we work
Agents prepare. A person decides.
Our agents write up the research, proposals and first drafts.
Demo: how work moves through our team. Three agents prepare the research, a draft and a detail check. A person reads the work and decides: approve it, or send it back for changes. We only send out approved work.
Demo · scripted animation
agent · researchworking
agent · draftworking
agent · detail checkworking
person · reads and decidesapproved
output · approved work
We always agree with you in advance which data our agents may work with.
What this could look like for you
Choose your industry and what slows you down the most. Each industry has three situations for each area, with the most common one highlighted.
Your industry
What slows you down the most
Situations shown: 3 of 108
Wholesale and distributionQuotes and ordersReal case
New enquiries arrive overnight
The agent prepares
Reads them, looks up the prices in your price list for each one and drafts a quote.
A person decides
Your salesperson reviews the drafts in the morning, adjusts them and sends them out. A confirmed order goes into your ERP system on its own.
your ERP system · when an enquiry arrives
Branch networks and franchisesReports for managementReal case
A network of more than a hundred branches
The agent prepares
Pulls data from the CRM and prepares daily, weekly and monthly reports. When a branch’s numbers fall two weeks in a row, it compares them with the last two years and sends an alert.
A person decides
The manager finds the cause on site and decides what to do. Once it was roadworks that restricted access to the branch.
CRM · every day
ManufacturingRegulations and contractsReal case
You are launching a new product
The agent prepares
Prepares market research, an overview of the regulations that apply to the product and a draft label.
A person decides
You decide on the launch and approve the label. The overview of regulations is not legal advice.
one-off · for each product
ManufacturingQuotes and ordersExample scenario
An enquiry arrives with PDF drawings
The agent prepares
Reads the drawings, lists the material, dimensions, tolerances and operations, finds similar parts from earlier jobs and prepares the basis for costing.
A person decides
Your process engineer adds the operation times, and your salesperson approves the price and sends the quote.
shared drive and ERP system · when an enquiry arrives
ManufacturingQuotes and ordersExample scenario
A customer is waiting for a confirmed delivery date
The agent prepares
Checks the bills of materials for the ordered parts, available work-centre capacity and subcontracting dates, suggests the earliest realistic delivery date and lists what could delay it.
A person decides
Your planner checks the date, and your salesperson confirms the order to the customer.
ERP system and production plan · when an order arrives
ManufacturingQuotes and ordersExample scenario
A customer has sent new call-offs and a forecast
The agent prepares
Compares the new call-off with the previous one, lists the changes in quantities and dates and checks whether the material in stock and the line capacity can cover them.
A person decides
Your planner adjusts the line schedule, and your buyer moves the material orders to match the new forecast.
email or customer portal · when a call-off arrives
ManufacturingInvoices and accountingExample scenario
Payroll is waiting for shop-floor timesheets
The agent prepares
Every month it totals each person’s earned standard hours, overtime and supplements from the production orders and attendance, and flags where attendance does not match the timesheets.
A person decides
Your foreman clears up the differences, and your payroll accountant runs payroll from the summary.
attendance and ERP systems · every month
ManufacturingInvoices and accountingExample scenario
Work in progress needs to be valued at closing
The agent prepares
Goes through the open production orders, totals the material issued and the operations completed and prepares a work-in-progress summary valued at cost from your costings.
A person decides
Your accountant checks the valuation and decides how to book it.
your accounting software · at month-end close
ManufacturingInvoices and accountingExample scenario
Your fitters are waiting for their travel expenses
The agent prepares
After each installation job it puts together each fitter’s travel expense claim from the vehicle logbook, attendance and receipts and flags any missing documents.
A person decides
Your installation manager approves the claims, and your payroll accountant pays out the expenses.
ERP system and vehicle logbook · after each installation
ManufacturingCustomers and emailsExample scenario
A customer complains about defective parts
The agent prepares
Starts an 8D report from the complaint and photos, traces the production order, material batch, machine and shift, and lists the parts from the same lot.
A person decides
Your quality manager determines the cause and the measures, decides whether to accept the complaint and sends the report to the customer.
email and production system · when a complaint arrives
ManufacturingCustomers and emailsExample scenario
A customer has sent a new drawing revision
The agent prepares
Compares the new revision with the original, lists the changed dimensions, material and tolerances and traces the production orders in progress and the material already bought that the change affects.
A person decides
Your process engineer decides what to redo, and your salesperson agrees a date and price for the change with the customer.
shared drive with drawings · for each revision
ManufacturingCustomers and emailsExample scenario
A customer needs a spare part for a machine
The agent prepares
Uses the serial number to find the bill of materials for the machine you supplied and the part drawing, checks stock and drafts a quote with a delivery date.
A person decides
Your service technician confirms it is the right part, and your salesperson sends the quote.
documentation for supplied machines · when an enquiry arrives
ManufacturingPurchasing and stockExample scenario
A job is stuck because material is missing
The agent prepares
Every Friday it breaks down next week’s production orders by bill of materials, compares the requirements with stock and open orders and lists what each job is missing.
A person decides
Your planner decides which jobs to release to production, and your buyer orders the missing material.
production orders and stock · every Friday
ManufacturingPurchasing and stockExample scenario
Subcontracted parts come back late
The agent prepares
Every morning it goes through the parts sent out for zinc plating, painting or hardening, compares the promised dates with the production plan and flags delays that put the next operations at risk.
A person decides
Your buyer chases the subcontractor, and your foreman reschedules the shifts.
email and production plan · every morning
ManufacturingPurchasing and stockExample scenario
Material arrived with a mismatched certificate
The agent prepares
Checks the material test certificate against the order and delivery note: grade, size, quantity and heat number. It flags any differences and holds the goods receipt.
A person decides
Your quality engineer decides whether to accept the material or whether your buyer files a complaint with the supplier.
stock in your system · for each material delivery
ManufacturingReports for managementExample scenario
Loss-making jobs are spotted too late
The agent prepares
For closed production orders it compares costed and actual times, material and scrap and lists the jobs that deviate most from the costing.
A person decides
You decide on price changes, and your process engineer reviews the standard times for repeat parts.
your accounting and production software · every week
ManufacturingReports for managementReal case
A morning summary for the owner
The agent prepares
Every morning it prepares one page: yesterday’s sales, new orders, unpaid invoices and what is waiting for your approval.
A person decides
You decide what to focus on that day.
your accounting software · every morning
ManufacturingReports for managementExample scenario
A shift missed its target and nobody knows why
The agent prepares
After each shift it compares the pieces produced with the plan and, from the foremen’s reports, lists downtime and scrap by machine and cause.
A person decides
Your production manager decides on measures and on moving people around for the next shift.
production system and shift reports · after each shift
ManufacturingRegulations and contractsExample scenario
A gauge has failed calibration
The agent prepares
Traces the parts and jobs measured with this gauge since its last valid calibration and lists which of them have already been shipped to customers.
A person decides
Your quality manager decides on re-measuring the parts and which customers to inform. This is not legal advice.
gauge register and measurement reports · after a failed calibration
ManufacturingRegulations and contractsExample scenario
A customer wants sample approval for a new part
The agent prepares
Builds a checklist of sample approval documents from the customer’s requirements, finds the measurement reports and material test certificates already available, lists what is missing and tracks the submission deadline.
A person decides
Your quality engineer completes the documents and sends them to the customer. This is not legal advice.
email and shared drive · for each new part
Wholesale and distributionQuotes and ordersExample scenario
Product codes in orders do not match yours
The agent prepares
Reads the order, converts the customer’s codes and names to your catalogue numbers, adds their contract prices and prepares the sales order. It flags unclear items.
A person decides
Your sales administrator sorts out the flagged items, confirms the order and sends the confirmation to the customer.
your ERP system · when an order arrives
Wholesale and distributionQuotes and ordersExample scenario
A customer asks for a special price on a large order
The agent prepares
Puts together the figures: purchase price, the customer’s usual discount, their purchases over the last year and the margin at the requested price. It suggests a counter-offer.
A person decides
Your sales director decides what price to allow. Your salesperson sends the offer to the customer.
your ERP system · for each request
Wholesale and distributionInvoices and accountingExample scenario
Customers pay late
The agent prepares
Every morning it lists the unpaid invoices by customer, flags customers over their credit limit and drafts reminders.
A person decides
Your head of sales decides who gets a reminder and whose next deliveries to hold back.
your accounting software · every morning
Wholesale and distributionInvoices and accountingExample scenario
Customer rebates are due at quarter end
The agent prepares
Totals each customer’s turnover for the quarter, compares it with the rebate tiers in the framework agreement and drafts the credit notes.
A person decides
Your accountant checks the credit notes and sends them to the customers once your sales director approves them.
your accounting software · every quarter
Wholesale and distributionInvoices and accountingExample scenario
Delivery notes are waiting for a consolidated invoice
The agent prepares
Goes through the month’s delivery notes, groups them by customer, checks them against the confirmed orders and prepares consolidated invoices.
A person decides
Your billing clerk checks the invoices and sends them to the customers.
your accounting software · every month
Wholesale and distributionCustomers and emailsExample scenario
Your sales rep is visiting a customer
The agent prepares
Before each visit it prepares a customer card: what they buy, what they have stopped buying, open invoices, complaints and what to offer them.
A person decides
Your sales rep decides what to talk about with the customer and what to offer.
CRM and accounting software · the day before the visit
Wholesale and distributionCustomers and emailsExample scenario
Your prices go up next month
The agent prepares
Prepares each customer’s own price list with the new prices after their discount, lists the goods they buy most often and writes a cover email.
A person decides
Your sales rep checks the price lists and sends them to the customers personally.
your accounting software and email · before a price change
Wholesale and distributionCustomers and emailsExample scenario
A customer reports goods damaged in delivery
The agent prepares
Finds the delivery note, the proof of delivery and the delivery photos, compares them with the customer’s report and drafts a credit note or a replacement delivery.
A person decides
Your dispatch manager decides whether to accept the complaint, and your salesperson sends the reply to the customer.
email and delivery notes · when a customer reports damage
Wholesale and distributionPurchasing and stockExample scenario
Stock runs out before you reorder
The agent prepares
Every morning it compares stock with sales and delivery times and suggests orders by supplier, rounded to packs, pallets and minimum order quantities.
A person decides
Your buyer adjusts the suggestion and sends the orders to the suppliers.
stock in your system · every morning
Wholesale and distributionPurchasing and stockExample scenario
Batches in stock are nearing their expiry date
The agent prepares
Every week it lists the batches nearing the end of their shelf life and suggests customers to offer them to first.
A person decides
Your salesperson decides who to offer the goods to, and your warehouse manager adjusts the picking order.
batches in the warehouse system · every week
Wholesale and distributionPurchasing and stockExample scenario
Customers do not return pallets and crates
The agent prepares
Keeps a record of returnable packaging by customer from the delivery notes, lists every month who owes the most and prepares the basis for charging them.
A person decides
Your warehouse manager decides who to charge for the packaging and where the driver collects it.
delivery notes in your system · every month
Wholesale and distributionReports for managementExample scenario
You only see your sales reps’ results at month end
The agent prepares
Every Monday it compares your sales reps’ revenue with the monthly target, shows how much each one still needs and lists the customers with the biggest drop.
A person decides
Your sales director decides where to help the reps and which customers to visit personally.
your accounting software and CRM · every week
Wholesale and distributionReports for managementExample scenario
Discounts push margins below your threshold
The agent prepares
Every week it finds invoices where a discount or a manual price change pushed the margin below the set threshold and sorts them by salesperson.
A person decides
You decide which prices to correct and who to discuss it with.
your accounting software · every week
Wholesale and distributionReports for managementExample scenario
Deliveries to small customers do not pay off
The agent prepares
Every month it matches orders with delivery routes, lists the customers who order often in small volumes and suggests different delivery days.
A person decides
Your head of sales decides whose delivery terms to change.
your accounting software and route plan · every month
Wholesale and distributionRegulations and contractsExample scenario
A customer asks for a product certificate
The agent prepares
Finds the certificates and technical documents for the items delivered, checks that they are valid and drafts a request to the supplier for any that are missing or expired.
A person decides
Your buyer sends the request to the supplier, and your salesperson passes the valid documents to the customer. This is not legal advice.
shared drive and email · when a request arrives
Wholesale and distributionRegulations and contractsExample scenario
The Intrastat deadline is coming up
The agent prepares
From the invoices for goods bought in and sold to the EU, it compiles the data for the return: commodity codes, weights, values and countries of origin. It flags any missing details.
A person decides
Your accountant checks the data and files the return. This is not legal advice.
your accounting software · every month
Wholesale and distributionRegulations and contractsExample scenario
A supplier has issued a new safety data sheet
The agent prepares
Compares the new version with the previous one, lists the changes and compiles a list of customers who bought the product in the last year, with a draft cover email.
A person decides
The person responsible assesses the changes and sends the new safety data sheet to the customers. This is not legal advice.
your accounting software · for each new version
Online shop and retailQuotes and ordersExample scenario
You check every order by hand before packing
The agent prepares
Every morning it goes through the new orders, flags incomplete addresses, customer notes and unusual cash-on-delivery orders, and puts the rest in a packing list.
A person decides
Your dispatch manager checks the flagged orders and only then releases them for packing.
online shop (we connect it) · every morning
Online shop and retailQuotes and ordersExample scenario
Ordered goods turn out to be out of stock
The agent prepares
For orders with missing items it finds the restocking date and a suitable alternative and drafts an email to the customer with the options: wait, ship part of the order or swap the item.
A person decides
Your customer support checks and sends the email and confirms the order change based on the customer’s reply.
online shop and stock (we connect them) · when an order arrives
Online shop and retailQuotes and ordersExample scenario
A customer wants to change or cancel an order
The agent prepares
Reads the email, checks whether the order has already been packed or handed to the carrier and prepares both the order change and a reply to the customer.
A person decides
Your online shop manager confirms the change, stops the packing if needed and sends the reply.
online shop (we connect it) · when an email arrives
Online shop and retailInvoices and accountingExample scenario
Cash-on-delivery payments arrived as one bulk transfer
The agent prepares
Splits the carrier’s bulk payment across the individual invoices using the cash-on-delivery statement and lists the fees deducted and any missing payments.
A person decides
Your accountant confirms the split and sorts out the missing payments with the carrier.
your accounting software · when the cash-on-delivery statement arrives
Online shop and retailInvoices and accountingReal case
Supplier invoices arrive by email
The agent prepares
Extracts the details, checks the amounts against the order and prepares the entry for your accounts. It flags anything that does not match.
A person decides
Your accountant approves the entries and reviews the flagged invoices.
your accounting software · when an email arrives
Online shop and retailInvoices and accountingExample scenario
Returned goods are back in the warehouse
The agent prepares
Matches the return with the order and invoice, prepares a credit note and a refund by the same method the customer paid with, and keeps track of the deadline.
A person decides
Your storekeeper confirms the goods’ condition, and your accountant approves the credit note and sends the refund.
your accounting software · when a return is received
Online shop and retailCustomers and emailsExample scenario
Customers ask where their order is
The agent prepares
Sorts the emails, looks up the order status in the online shop and with the carrier for order questions and drafts a reply with a tracking link.
A person decides
You send routine replies with one click and write the trickier ones yourself.
online shop and carrier (we connect them) · when an email arrives
Online shop and retailCustomers and emailsExample scenario
Customers ask about sizes and materials before buying
The agent prepares
Finds the answer in the product description, the supplier’s data sheet and earlier replies and drafts an email. Where a detail is missing, it suggests adding it to the product page.
A person decides
Your customer support checks and sends the reply, and your online shop manager updates the product page.
email and online shop (we connect them) · when a question arrives
Online shop and retailCustomers and emailsExample scenario
A cash-on-delivery parcel came back uncollected
The agent prepares
Finds the order and the customer’s history, suggests the next step based on your terms and conditions and drafts an email: resend after payment in advance, or cancel.
A person decides
You decide on the next step and send the email to the customer.
online shop and carrier (we connect them) · when a parcel comes back
Online shop and retailPurchasing and stockExample scenario
A supplier sent a new price list
The agent prepares
Compares the price list in PDF or Excel with the purchase prices in your online shop, lists the items that went up and suggests new selling prices based on your margin.
A person decides
You decide which prices to change in your online shop.
online shop (we connect it) · for each new price list
Online shop and retailPurchasing and stockExample scenario
New products need adding to the online shop
The agent prepares
Prepares product pages from the supplier’s catalogue and data sheets: name, description, specifications, category and variants. It lists any missing details.
A person decides
Your online shop manager reviews the pages, adds photos and only then publishes them.
online shop (we connect it) · for each new delivery
Online shop and retailPurchasing and stockExample scenario
Defective items pile up instead of going back to the supplier
The agent prepares
Every week it collects the accepted customer complaints by supplier, finds the invoice and batch numbers and drafts a claim to each supplier with photos.
A person decides
Your buyer checks the claim, sends it to the supplier and arranges a refund or replacement.
online shop and stock (we connect them) · every week
Online shop and retailReports for managementExample scenario
You do not know which ads pay off
The agent prepares
Every week it matches ad spend with orders, returns and margin and lists the campaigns and products that do not pay off.
A person decides
You decide which campaigns to scale back and where to move the budget.
online shop and ad accounts (we connect them) · every week
Online shop and retailReports for managementExample scenario
Competitors cut prices on a comparison site
The agent prepares
Every morning it compares your prices with offers on price comparison sites and lists the items where you are much more expensive or needlessly cheap.
A person decides
You decide which prices to adjust and which to leave.
price comparison sites and online shop (we connect them) · every morning
Online shop and retailReports for managementExample scenario
Customers buy once and never come back
The agent prepares
Every month it calculates how many customers bought again and how soon, and groups them by first purchase and where they came from.
A person decides
You decide which customers to target with your newsletter and loyalty discounts.
online shop (we connect it) · every month
Online shop and retailRegulations and contractsExample scenario
You are planning a sale or a discount promotion
The agent prepares
For each discounted item it finds the lowest price in the last thirty days and lists the items where the advertised discount is calculated from a different price.
A person decides
You decide on the promotion prices and approve the discount wording. This is not legal advice.
online shop (we connect it) · before each promotion
Online shop and retailRegulations and contractsExample scenario
Products are missing manufacturer details
The agent prepares
Goes through the catalogue, lists products missing the manufacturer, the responsible person in the EU, contact details or safety warnings, and looks up the missing details in the suppliers’ documents.
A person decides
You decide which products to take off sale until the details are added. This is not legal advice.
online shop (we connect it) · one-off, then every month
Online shop and retailRegulations and contractsExample scenario
A customer wants their personal data deleted
The agent prepares
Finds the customer’s records in the online shop, email and newsletter, lists what can be deleted and what has to stay in the accounting records, drafts a reply and tracks the deadline.
A person decides
You approve the deletion and send the reply to the customer. This is not legal advice.
email and online shop (we connect them) · when a request arrives
Services and officesQuotes and ordersExample scenario
An enquiry needs to be priced in hours
The agent prepares
Finds similar completed projects, totals the hours actually worked by phase from the timesheets and drafts a budget and a proposal.
A person decides
Your project manager adjusts the estimate, adds the risks and sends the proposal to the client personally.
timesheets and shared drive · for each enquiry
Services and officesQuotes and ordersExample scenario
A client has not replied to your proposal
The agent prepares
Every Monday it goes through the proposals sent without a reply and writes a short reminder for each, based on what you discussed with the client.
A person decides
A partner at the firm picks who gets a reminder and edits the text.
email and CRM · every week
Services and officesQuotes and ordersExample scenario
A new client wants you to do their accounts
The agent prepares
Works out the scope from the intake questionnaire, meaning the number of documents and employees and whether the client is VAT-registered, and drafts a fixed monthly fee proposal from your price list.
A person decides
Your office manager adjusts the proposal to how demanding the client is and sends it personally.
email · for each new client
Services and officesInvoices and accountingExample scenario
Clients have not sent last month’s documents
The agent prepares
Every month it compares what usually comes in from each client with what has arrived and prepares a list of their missing documents and statements.
A person decides
Your accountant checks the list and decides who to send a reminder to and when.
your accounting software and email · every month
Services and officesInvoices and accountingExample scenario
Billable project expenses get forgotten
The agent prepares
Every month it goes through incoming invoices and travel costs tagged to a project, compares them with the invoices you have issued and lists what has not yet been recharged to the client.
A person decides
Your project lead decides what to recharge to the client, and your accountant adds it to the invoice.
your accounting software · every month
Services and officesInvoices and accountingExample scenario
A client wants a breakdown of hours with the invoice
The agent prepares
Checks the timesheets, flags missing days and unclear work descriptions and prepares an invoice for each client with a breakdown at the contract rates.
A person decides
Your project lead signs off the hours, and your accountant issues the invoices and sends them to the clients.
your accounting software and timesheets · every month
Services and officesCustomers and emailsExample scenario
No minutes after a client meeting
The agent prepares
Writes the minutes from your notes or the meeting recording, lists the agreed tasks with deadlines and owners and drafts an email to the client.
A person decides
Your project lead corrects the minutes and sends them to the client personally.
email and calendar · after each meeting
Services and officesCustomers and emailsExample scenario
Client comments are scattered across emails
The agent prepares
Goes through the project correspondence, puts the comments into one itemised list and flags the ones that contradict each other.
A person decides
Your designer or project manager decides what to incorporate and agrees the list with the client.
email and shared drive · for each round of comments
Services and officesCustomers and emailsExample scenario
The project is done, but the client has not signed it off
The agent prepares
Compiles a list of the deliverables from the proposal, minutes and changes, compares it with the agreed scope and prepares a handover document for signature.
A person decides
Your project manager checks the document, clears up the open points and sends it to the client personally.
shared drive and email · at the end of the project
Services and officesPurchasing and stockExample scenario
Licences and subscriptions renew unchecked
The agent prepares
Every month it builds an overview of licences and subscriptions from the invoices, compares the number of users with the people in the company and flags upcoming renewals.
A person decides
Your office manager decides what to cancel, cut back or renew.
your accounting software and email · every month
Services and officesPurchasing and stockExample scenario
A new property is missing the materials for its listing
The agent prepares
For each new listing it works out what needs ordering: an energy performance certificate, a photographer or a floor plan. It tracks what has already arrived.
A person decides
Your broker picks the suppliers and sends the orders personally.
email and shared drive · for each new listing
Services and officesPurchasing and stockExample scenario
You need a freelancer for a new project
The agent prepares
Goes through your freelancer database, their rates, ratings from past projects and availability and suggests three suitable people.
A person decides
Your project manager chooses who to approach and agrees the terms with them personally.
freelancer database and calendar · for each project
Services and officesReports for managementExample scenario
A project runs over its hours and you find out too late
The agent prepares
Every week it compares the hours logged with the budget of each running project and flags the ones nearing their limit or running ahead of plan.
A person decides
Your project manager finds out why and decides whether to raise a budget increase with the client.
timesheets · every week
Services and officesReports for managementExample scenario
A client’s fixed fee no longer covers the work done
The agent prepares
Every month it compares each client’s fixed fee with the hours your team actually spent on them and ranks the clients from the least profitable.
A person decides
You decide with whom to raise a change to the fee or the scope of services.
your accounting software and timesheets · every month
Services and officesReports for managementExample scenario
You do not know how much work is coming in the months ahead
The agent prepares
Every week it builds a three-month forecast of revenue and required hours from proposals under negotiation and signed projects.
A person decides
The partners decide where to step up sales and whether to hire.
CRM and timesheets · every week
Services and officesRegulations and contractsExample scenario
A new client must be identified and checked
The agent prepares
Prepares a checklist under the Czech anti-money laundering act, fills in details from the commercial register and the register of beneficial owners and flags what is missing.
A person decides
The person responsible completes the check and decides whether to take on the client. This is not legal advice.
public registers · for each new client
Services and officesRegulations and contractsExample scenario
A client is close to mandatory VAT registration
The agent prepares
Every month it totals the year-to-date turnover of clients who are not VAT-registered and flags those approaching the statutory threshold.
A person decides
Your accountant checks the turnover and discusses with the client when they will become VAT-registered. This is not legal advice.
your accounting software · every month
Services and officesRegulations and contractsExample scenario
A project is going to the building authority
The agent prepares
Prepares a checklist of regulations and standards for the type of building, such as accessibility and fire safety, and lists the points it did not find in the technical report.
A person decides
Your lead designer assesses the points and decides on changes. This is not legal advice.
shared drive · for each set of design documents
Construction and tradesQuotes and ordersExample scenario
A bill of quantities needs pricing
The agent prepares
Goes through the bill of quantities, fills in prices from your earlier cost estimates and lists items with no price or that contradict the design.
A person decides
Your quantity surveyor fills in the missing prices and sends questions to the client. Your managing director approves the bid price.
shared drive with cost estimates · for each enquiry
Construction and tradesQuotes and ordersExample scenario
The tender documents run to hundreds of pages
The agent prepares
Pulls out the deadlines, including the date for questions, the required qualifications, the evaluation criteria and the list of attachments the bid must include.
A person decides
You decide whether to enter the tender. Your estimator submits the bid.
shared drive · for each public tender
Construction and tradesQuotes and ordersExample scenario
The client wants a change mid-build
The agent prepares
Writes up a change order from the site diary entry and the email: additional and omitted work priced at the unit rates from the contract budget. It flags items with no contract price.
A person decides
Your site manager checks the scope of work and gives the change order to the client for signature.
site diary and email · for each change
Construction and tradesInvoices and accountingExample scenario
At month end, the progress statement is due
The agent prepares
From the site diary and daily reports it compiles the progress statement of work done by budget item and prepares the basis for an interim invoice.
A person decides
Your site manager agrees the statement with the client’s site supervisor, and then your accountant issues the invoice.
site diary and accounting software · every month
Construction and tradesInvoices and accountingExample scenario
Subcontract invoices carry the wrong VAT treatment
The agent prepares
Goes through issued and received invoices for construction work and, based on the type of supply and the customer’s VAT registration, suggests whether the domestic reverse charge applies. It flags unclear cases.
A person decides
Your accountant decides on the VAT treatment and arranges a corrected invoice with the subcontractor.
your accounting software · when an invoice arrives
Construction and tradesInvoices and accountingExample scenario
Nobody tracks retentions from completed projects
The agent prepares
Every month it goes through contracts and invoices, builds an overview of retentions held with their release dates and drafts a release request for those that are due.
A person decides
Your site manager confirms the defects have been fixed, and your managing director sends the request to the client.
your accounting software · every month
Construction and tradesCustomers and emailsExample scenario
The client reports defects and snags after handover
The agent prepares
Logs each reported defect in a list with a photo and location, assigns it to the responsible trade or subcontractor and tracks the deadline for fixing it.
A person decides
Your site manager decides whether it is a warranty defect and confirms the repair date to the client.
email · for each defect report
Construction and tradesCustomers and emailsExample scenario
A customer wants a repair and asks when
The agent prepares
Reads the email and photos, writes up a job sheet with the address and a description of the fault and suggests a visit date from your technicians’ calendar.
A person decides
Your foreman assigns a technician and confirms the date with the customer personally.
email and technicians’ calendar · when a request arrives
Construction and tradesCustomers and emailsExample scenario
Customers’ regular inspections are coming up
The agent prepares
Every month it uses past inspection reports to list customers due for their next inspection or service and drafts a choice of dates for them.
A person decides
Your dispatcher allocates the dates among the technicians and sends the offer to the customers.
inspection reports and technicians’ calendar · every month
Construction and tradesPurchasing and stockExample scenario
You need subcontractors for electrics and HVAC
The agent prepares
Splits the bill of quantities by trade, prepares enquiries for your subcontractors and lines up the bids received in one table, item by item.
A person decides
Your estimator sends out the enquiries and picks the subcontractor, and your managing director approves the contract.
email and shared drive · for each project
Construction and tradesPurchasing and stockExample scenario
Rented scaffolding stands idle on site
The agent prepares
Every week it compares the list of rented scaffolding, machinery and containers with the site diary entries and lists what can already go back.
A person decides
Your site manager decides what to return and arranges the return with the rental company.
site diary and email · every week
Construction and tradesPurchasing and stockExample scenario
Material prices have risen since your bid
The agent prepares
Before each material order it compares supplier prices with the prices in the project budget and lists the items where the difference cuts into the project margin.
A person decides
Your site manager suggests alternative materials, and your managing director decides whether to raise the price increase with the client.
project budgets and supplier price lists · before ordering
Construction and tradesReports for managementExample scenario
The build is falling behind schedule
The agent prepares
Every Friday it compares the site diary entries with the schedule and lists the stages that are behind and their impact on the handover date.
A person decides
Your managing director and site manager decide where to add crew or reschedule subcontractors.
site diary · every Friday
Construction and tradesReports for managementExample scenario
One week your crews are swamped, the next they have no work
The agent prepares
Every Monday it builds an overview of crew and technician workload for the coming weeks from signed contracts and schedules and flags the gaps.
A person decides
You decide which job to take on next and when to start it.
shared drive · every Monday
Construction and tradesReports for managementExample scenario
Project costs run ahead of client payments
The agent prepares
Every month it builds a six-month forecast of income and expenses by project from the schedules, planned statements of work done and invoice due dates.
A person decides
Your managing director decides on financing and when to pay for larger purchases.
your accounting software and schedules · every month
Construction and tradesRegulations and contractsExample scenario
The client sent their draft construction contract
The agent prepares
Compares the draft with your terms and conditions and lists the differences: retentions, contractual penalties, warranty period, payment terms and conditions for handover of the works.
A person decides
You decide what to accept and what to send to a lawyer. This is not legal advice.
email and shared drive · for each contract
Construction and tradesRegulations and contractsExample scenario
Documents are missing before handover
The agent prepares
Builds a list of the handover documents required by the contract: inspection reports, test reports, declarations of performance and as-built documentation. For the missing ones it notes who will supply them.
A person decides
Your site manager requests the missing documents from subcontractors and checks the handover documentation. This is not legal advice.
shared drive · before each handover
Construction and tradesRegulations and contractsExample scenario
A new subcontractor is starting on site
The agent prepares
Checks the documents supplied to see that the subcontractor’s workers have valid health and safety training, qualifications and licences, and flags anyone with an expired or missing document.
A person decides
Your site manager and the safety coordinator decide who can start work on site. This is not legal advice.
email and shared drive · before a subcontractor starts
Branch networks and franchisesQuotes and ordersExample scenario
Every branch sends its orders differently
The agent prepares
Collects the branch orders from emails and spreadsheets, compares them with each branch’s usual volumes and prepares a combined order for the central warehouse.
A person decides
Your central warehouse manager checks unusual quantities with the branch and releases the order for picking.
your ERP system · after the order cut-off
Branch networks and franchisesQuotes and ordersExample scenario
Franchise enquiries come in via your website
The agent prepares
Sorts the enquiries, pulls out the location, industry experience and financing options and prepares notes for the first call with each one.
A person decides
Your franchise manager decides who to meet and writes and sends the reply personally.
email and CRM · when an enquiry arrives
Branch networks and franchisesQuotes and ordersExample scenario
A large order has to be split across several branches
The agent prepares
Splits the corporate order between branches based on distance from the customer and available capacity and prepares each branch’s part with a deadline.
A person decides
Your operations director confirms the split, and the branch managers accept their parts. Your salesperson sends the confirmation to the customer.
your ERP system · for each large order
Branch networks and franchisesInvoices and accountingExample scenario
Till closings do not match the bank statement
The agent prepares
Every morning it compares the daily till closings of all branches with the cash deposits and card payments on the statement and lists the differences by branch.
A person decides
Your accountant clears up the differences with the branch manager and decides what to book as a shortfall.
tills and accounting software · every morning
Branch networks and franchisesInvoices and accountingExample scenario
Monthly fees need to be billed to franchisees
The agent prepares
Collects the monthly turnover reports from franchisees, checks them against their till data and prepares invoices for the royalty and marketing fees.
A person decides
Your head office accountant checks differences with the franchisee, approves the invoices and sends them.
your accounting software · every month
Branch networks and franchisesInvoices and accountingExample scenario
Costs are not assigned to the right branch
The agent prepares
Every month it assigns incoming invoices for rent, energy and services to branches by address and supply point and lists the invoices it cannot assign.
A person decides
Your accountant assigns the unclear invoices, and your finance manager then prepares the branch results.
your accounting software · every month
Branch networks and franchisesCustomers and emailsExample scenario
Nobody has time to reply to branch reviews
The agent prepares
Every day it goes through the new reviews for all branches, sorts the criticism by topic and drafts a reply to each critical review.
A person decides
The branch manager edits the reply and posts it. Your area manager deals with recurring criticism.
branch reviews (we connect them) · every day
Branch networks and franchisesCustomers and emailsExample scenario
Customers of every branch write to one inbox
The agent prepares
Assigns each email to the branch it concerns, routes it to that branch’s manager and drafts replies to routine questions about opening hours and bookings.
A person decides
The branch manager checks and sends the reply and passes difficult cases to head office.
email · continuously
Branch networks and franchisesCustomers and emailsExample scenario
Customers ask for an invoice for their receipt
The agent prepares
Finds the receipt in the till system by date, branch and amount, prepares an invoice made out to the customer’s company with a reference to the original receipt, and drafts a reply.
A person decides
Your accountant checks the invoice and sends it to the customer.
till system and email · when a request arrives
Branch networks and franchisesPurchasing and stockExample scenario
A branch stocktake does not add up
The agent prepares
Compares the stocktake count with the stock in the system, ranks the differences by value and shows which ones recur from previous stocktakes.
A person decides
The branch manager explains the differences, and your operations director decides on writing off the shortfall.
stock in your system · after each stocktake
Branch networks and franchisesPurchasing and stockExample scenario
Stock sits at one branch and runs short at another
The agent prepares
Every week it finds goods that are not selling at a branch and suggests moving them to branches where they sell and are running low.
A person decides
Your area manager approves the transfers, and the branch managers pick and receive them.
stock in your system · every week
Branch networks and franchisesPurchasing and stockExample scenario
Branches write off more and more expired goods
The agent prepares
Every week it totals the write-offs of expired and damaged goods by branch, compares the branches with each other and flags items that are written off repeatedly.
A person decides
The branch manager adjusts the orders of fresh goods, and your operations director looks into the branches with the highest write-offs.
stock write-offs in your system · every week
Branch networks and franchisesReports for managementExample scenario
Nobody evaluates the branch inspection reports
The agent prepares
Builds an overview of findings by branch from your area managers’ inspection forms and photos and shows which corrective actions are overdue.
A person decides
Your operations director decides where training will help and where to insist on corrective action.
shared drive · every week
Branch networks and franchisesReports for managementExample scenario
You have opened a new branch
The agent prepares
Every week it compares the new branch’s first months with how your earlier branches of a similar size got started and shows where it is falling behind.
A person decides
Your operations director decides on support: more promotion, a different product range or changed opening hours.
till system · every week
Branch networks and franchisesRegulations and contractsExample scenario
The shift rota changes at the last minute
The agent prepares
Checks the shift rota against the rest and overtime rules you give it and lists the shifts and employees where the required rest is missing.
A person decides
The branch manager adjusts the rota and discusses unclear cases with HR. This is not legal advice.
shift rota (we connect it) · whenever the rota changes
Branch networks and franchisesRegulations and contractsExample scenario
Branch leases all have different deadlines
The agent prepares
Pulls the notice periods, renewal dates and rent increase dates out of the leases and builds a calendar with reminders several months ahead.
A person decides
You decide where to renew the lease and where to renegotiate the terms. This is not legal advice.
shared drive · every month
Branch networks and franchisesRegulations and contractsExample scenario
The shelf price does not match the price at the till
The agent prepares
Every week it compares the prices in the till system with the price label data for the branches and lists the items where the prices differ.
A person decides
The branch manager corrects the price labels, and head office looks into recurring differences. This is not legal advice.
In two hours we go through how work really runs in your company and find the places where AI and automation will take the most routine work off your team. We meet at your company or online. Afterwards we send you a tailored questionnaire, and once you have filled it in, we prepare proposed changes that give you the most for your money.
What you take away
A clear picture of where AI will help you most, and why there.
The order of steps: what to introduce now, what can wait and what to leave alone for now.
A written plan within a week. You can follow it with us or on your own.
Consultation: CZK 5,000 excluding VAT.
If you then have us carry out the implementation, we deduct the consultation fee.
You tell us what slows your company down the most. We tell you straight whether AI can help with that and whether the consultation is worth it for you.
You can often set up a simple helper in ChatGPT yourself, and in the intro meeting we will tell you whether that is enough for you. It makes sense to pay us for what a chat window alone does not give you: your own system with your data, a connection to your accounting software and online shop, access rights for each person, a record of everything the agents have done, and a person’s approval before anything goes out.
Your own system for AI agents
We set up a system in which your company data is ready for AI. You create an agent with a plain sentence: you describe what it should do, and the system turns that into an agent that does the task once or on a regular basis. The system is in beta and already running at the first companies.
What the system gives you
Your data is stored on a server in your company’s name. We choose the server together: usually with a provider in the EU, or we use your own.
Each person sees only the data your administrator allows, for example the managing director. You can remove access for people and agents straight away.
A record of everything: what an agent did and what a person approved. You set your AI budget and keep track of it.
Checkpoints at important steps: every report, statement or quote has to be read and approved by a person before it is sent.
Modules for different views, for example for sales, the warehouse or management. We build them, or external developers do, and they see only the structure of the data, not the data itself.
People use the system in the browser, or through their own AI assistant (via MCP) if the administrator allows it.
We develop and update the system centrally and keep an eye on how it runs.
We connect your systems so data moves on its own and nobody has to retype it. We already have accounting and ERP systems connected in live use. We also connect online shops and other systems with an API, data export or MCP.
For example: invoices and other documents from your email go into your accounting software on their own.
Automatic processing and entry of documents into your accounting system: from CZK 15,000 excluding VAT, one-off.
Custom AI agents
A helper for one specific job in your company. It prepares documents and replies, and your people make the call.
For example: groundwork for bringing a product to market, meaning market research, an overview of the regulations that apply to it and a draft label for approval.
The overview of regulations is not legal advice. Your company approves the final label.
Automated groundwork for bringing a product to market: from CZK 25,000 excluding VAT, one-off.
EU AI Act readiness
We map where and how you use AI, what may apply to you, and set clear rules.
This is not legal advice. We discuss legal questions with a lawyer who specialises in AI and the GDPR.
For example: an overview of the AI tools in your company and rules for your team.
Not sure which of these you need? That is what the check is for.Back to the check
ChatGPT ads
ChatGPT ads now run in the Czech Republic too. We will set them up for you.
Example · an AI assistant's answer with an ad
How do I get started with AI in a small company? And who can help me?
Start where your people spend the most time on routine work: retyping data, answering the same questions over and over, or preparing documents. That is where AI makes the most sense and where you will see results first.
Sponsored
GBYgby.agency
AI and automation for small and mid-sized companies. Start with a short online meeting.
This could be you too!
Ad setup
We open your ad account, check that your industry is allowed to advertise in ChatGPT, and prepare your first campaign. You pay the ad budget directly to OpenAI.
Setup: CZK 3,000 excluding VAT.
For now, ads are only shown to people who use ChatGPT without paying or on the low-cost Go plan.
Website optimisation for AI
We propose changes to your website so that ChatGPT and other AI assistants understand it and can recommend you even without ads. Be where people search!
Contact
For companies and builders
We can start right away, with a small or a big project. First we get to know how your company works and design a solution. That is why we start with an intro meeting.
Get in touch
A few lines about what you are working on are enough. It does not commit you to anything.
We speak Czech, Slovak, English and German, and write in Polish.